UNON Senior Contracts Administrative Assistant Jobs in Kenya
Org. Setting and Reporting
The United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP), the Resident Coordinator System (RCS) and the United Nations Human Settlements Programme (UNHabitat) globally, as well as other United Nations offices in Kenya, by providing administrative, conference and information services.
This post is located in the United Nations Office at Nairobi, Procurement Section at the Nairobi duty Station under the overall supervision of the Chief, Procurement Section, the Senior Contract Administration Assistant will manage all actions subsequent to the award of a contract that relate to the administrative aspects of the contract which includes but not limited to the following:
Responsibilities
Manage in collaboration with all internal and external stakeholders contract amendment or extension.
Monitor and track the state of all contracts and initiate and perform contract administration actions to prevent occurrence of contractual or operational risks.
Prepare periodic reports on state of all contracts as well as pertinent issues, actions, risks, etc. that may arise during the contract administration phase.
Closely collaborate with procurement team as well as clients on strategizing acquisition exercises.
Identify, memorialize, and disseminate best practices and lessons learnt from administering a contract.
Manage a proper contract closure, record retention, maintenance of the contract file, and handling security instruments (e.g. Performance Security),
Assist in resolution of contractual dispute in collaboration with internal and external stakeholders.
Ensure maintenance of relevant proper record retention (electronic, hardcopy or both) pertinent to a contract, internal databases, and files; keeps track of any contractual agreements, direct provisioning contracts, etc. and informs affected users of contractual rights and obligations.
Establish performance indicators in relation to Contract Administration.
Ensure that the Section maintains complete and accurate electronic and hard copy records to ensure proper accountability.
Coordinate with all stakeholders in preparing for internal and external audit exercises.
Drafts a variety of correspondence relevant to contract administration.
Supervises and assigns and reviews the work of more junior staff.
Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
Assists with visualizations and updating information material such as web pages or brochures.
Perform other duties as assigned.
Competencies
Professionalism: Knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for highly complex and technologically advanced goods and services; knowledge of contract law and expertise in handling complex procurement and contract issues; knowledge of quantitative methods to measure supplier capacity systems and ability to identify sources of supply, market trends and pricing.
Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems.
Education
Completion of High school diploma or equivalent is required.
Supplementary courses or additional training in procurement functions is desirable.
Job – Specific Qualification
Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent certification is required.
Work Experience
A minimum of ten (10) years of progressively responsible experience in procurement, contract management, administration, supply chain management and/ or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
At least three (3) years demonstrated experience which involves administration of procurement related contracts that supports the needs of multiple organizations such as UN Entities; such experience shall include data analysis and preparing report on various contract administration matrices, is required.
At least one year demonstrated experience in participating in collaborative procurement working group or similar network which involves multiple organizations such as UN Entities is desirable.
Experience working with a Systems, Application and Products (SAP) system or another Enterprise Resource Planning (ERP) system is desirable.
One (1) year or more of experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Working knowledge of another UN language is desirable.
How to Apply
For more information and job application details, see; UNON Senior Contracts Administrative Assistant Jobs in Kenya
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